What do I need to know about creating a user group?
To create a User group, one of the following must be true:
- they have a Super admin account type
- they have a Config Admin account type and a Role which has the "Create" permission under User Groups enabled. This can be found on the Administration tab of System permissions
The + Create button to create a new User group can be found on the top left of the User group list.
When creating the group:
- the User group must be given a unique name
- there is the option to provide a brief description for the group
- the Save button will not be enabled until the User group is given a name
Clicking Save creates the User group. At this stage, you will be asked if you would like to add members now.
If you choose to Add members, you will be taken to the User group edit page.
The group has two tabs:
- Membership - you are currently on this tab
- Permissions
You'll see that you are automatically added as a member and Owner.
Below the number of members and the avatar(s) of the Group owner(s), change the filter from Members to Non-members.
The Non-members list will consist of all users in the system other than those with a 1-time completion account type.
Each Non-member has an Actions menu with two options:
- Add as member
- Add as owner
Therefore, these actions can be taken for each individual user.
However, if you wish to add members in bulk, simply tick the checkbox adjacent to the required users and click the + Add as members button.
The green success toast will fly in to confirm their addition.
Change the filter back to Members.
Each group member has their own Actions menu. From here you can make another member an Owner and you can remove users from the group.
These actions will be dealt with in a separate article.
If you choose to add group members later, the User group will be saved and will appear in the User group list. From here you can double click on the User group or select Open in the Actions menu to be taken to the User group page where you will be able to:
- Add members
- Make members an owner
- Delete members
Useful info:
- When filtered to Non-members, remember the default is to show only 10 rows in a list. Change the setting to All or use the search filter to find users by username.
- When bulk adding or deleting members, the maximum number that can be actioned at one time is 50.
- The maximum number of User groups allowed in your system is 1,000. If this number has been reached, the + Create button will be disabled.
- The maximum number of Users you can add to each User group is 1,000,000.
- A User group can be given up to 10 Owners.